Spare PartsOn the ShelfWhen You Need Them
Know what's in every storeroom, which jobs have parts reserved, and what to reorder, with purchase orders that put stock back on the shelf. No more jobs waiting on a missing filter.
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Stop guessing what’s on the shelf
Live stock for every part in every storeroom, with the history to prove where it went.
Every storeroom, every bin, one screen
See how many are on the shelf in each storeroom, how many are already promised to jobs, and which locations are running low.
- 1Low stock in red
At or below the minimum you set for that storeroom.
- 2Reserved for open jobs
Parts held by work orders but not used yet.
- 3Available
What can actually be picked today.
- 4Min, max and bin
Reorder levels, plus aisle, shelf and bin so nobody hunts for it.
Photo, cost and a printable QR label
Every part has its own record with a photo, manufacturer, unit cost and a QR code you can print for the bin.
- 1Photo
Grab the right filter the first time.
- 2Download QR label
Stick it on the bin; scan it from the app.
- 3Unit cost
Used as the default cost on work orders.
Where every part went, and which machines need it
See the assets that use the part, and every restock, receipt and work order that changed the count.
- 1Used on assets
From each asset’s spare parts list.
- 2Every change logged
Who, when and how many.
- 3Linked to work orders
Trace usage back to the job.
Technicians show up with the right parts
Parts are linked to the work orders that use them and the assets they fit.
Reserve parts for the job, then use them
Add parts to a work order and they’re reserved in that storeroom. Stock and costs update when the job uses them.
- 1Picked from a storeroom
Stock comes out of the right location.
- 2Cost on the job
Parts roll into the work order cost.
- 3Reserved
Held for this job so nobody else takes it.
The right spares, linked to every machine
Build a spare parts list for each asset so technicians see what fits, and whether it’s in stock, before they go.
- 1Bill of materials
Parts that fit this asset.
- 2Live stock levels
Know before the job starts.
- 3Spares value
What the spares for this asset are worth.
From low stock to back on the shelf
Spot what’s running low, order it from the right supplier and receive it straight into stock.
Reorder everything that’s running low in a few clicks
One list shows every part at or below its minimum. Tick the ones you need and add them to a purchase order.
- 1Below minimum
Available quantity against the minimum, per storeroom.
- 2Pick what to order
Tick one part or many.
- 3Add to a purchase order
Quantities and prices are set on the PO.
Know who to buy from, and for how much
Link suppliers to each part with their part number, price, reorder quantity and lead time. Mark your preferred vendor.
- 1Supplier’s part number
Order the right item every time.
- 2Agreed price
Per unit, per supplier.
- 3Lead time
Set minimums that cover the wait.
- 4Preferred vendor
Your first choice for this part.
Receive the delivery and stock updates itself
Record what arrived and where it goes. Partial deliveries are tracked line by line, and the stock count goes up automatically.
- 1Partial deliveries
The PO shows what’s still to come.
- 2Received quantity
Entered per line as boxes arrive.
- 3Into the right storeroom
Stock goes up where the parts are stored.
- 4Totals with shipping and tax
Export the PO to PDF for your records.
The storeroom in your pocket
Technicians check stock before they walk to the storeroom, and storeroom staff restock right where the parts are.
Scan the part’s QR or barcode label to open it.
Quantity, reserved and available, by location.
Update quantities as deliveries arrive.
Create a new part right from your phone.
Ready to take control of your storeroom?
Pick the way that suits you. Either way, your parts can be organized this week.
Try it yourself
Sign up in a minute and create your first work order right away.
- Free Basic plan for up to 3 users
- 7-day trial of every feature
- No credit card, no setup fee
- Web app plus iOS and Android apps
See it with an expert
Book a short call and we'll show you MaintainNow set up around how your team works.
- 30-minute call at a time that suits you
- We walk through your actual workflow
- See checklists, PMs and cost tracking live
- Get answers on migration and pricing
Moving from spreadsheets or another CMMS? We'll help you migrate your data for free.
What is parts inventory software?
Parts inventory software tracks the spare parts and supplies your maintenance team uses: what you have, where it is stored, what is promised to jobs and when to reorder. In MaintainNow it is connected to work orders, assets, suppliers and purchase orders.
Can I track parts in more than one storeroom?
Yes. Each part can be stocked in as many locations as you need, each with its own quantity, minimum, maximum and bin location (aisle, shelf and bin).
How do low-stock alerts work?
Set a minimum quantity for each storeroom. When available stock reaches the minimum, the part is flagged in the inventory, on the Home screen and on the low-stock reorder list, where you can add it to a purchase order.
What does reserved stock mean?
When a part is added to an open work order it is reserved, so it still counts as on the shelf but is not available for other jobs. Available stock is quantity minus reserved.
Does receiving a purchase order update inventory?
Yes. When you fulfill a purchase order you enter the received quantity and storeroom for each line, and stock is added automatically. Partial deliveries are tracked until the order is complete.
Can I import my existing parts list?
Yes. Admins can import parts from a CSV file, and we provide free data migration to help you bring in your parts, assets and maintenance records.
Get your maintenance organized this week
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